Accounting Assistant

Fourlane; United States; On-site; USD 40,000 - 52,000; Full time

Job summary

Fourlane is seeking an entry-level Accounting Assistant to verify license asset records in Salesforce, align vendor bills with orders and AP entries in IES, and ensure that orders, billed amounts, and records all agree amid monthly deadlines.

You will log discrepancies in the variance log, assist with monthly tie-outs, and support the Controller and AP teams by maintaining organized ShareFile records and using QuickBase, WooCommerce, and Avalara for lookups.

Qualifications

• Exceptional attention to detail and accuracy.
• Ability to compare orders, vendor bills, Salesforce records and AP entries.
• Strong organizational skills and ability to meet monthly deadlines.
• Basic to intermediate Excel; proficient in Microsoft Office.
• Clear written communication and handling confidential financial information.

Responsibilities

• Review orders to confirm asset ownership in Salesforce.
• Verify asset setup and correct links to orders.
• Correct asset data errors following procedures.
• Log discrepancies in the variance log and report recurring issues.
• Tie vendor bills to asset and AP records; escalate billing discrepancies.
• Save vendor bills and workpapers in ShareFile per standards.

Skills

Attention to detail

Data entry

Organizational skills

Excel skills

Confidentiality

Written communication

Education

High school diploma or equivalent

Tools

Salesforce

QuickBooks

QuickBase

WooCommerce

Avalara

Job description

The Accounting Assistant verifies that Fourlane’s software license asset records in Salesforce are complete and set up correctly, enters the amounts our VAR vendors billed for each asset, and ties those amounts to the vendor bill and to the AP bill recorded in IES. The primary responsibility of this position is to ensure that what was ordered, what was billed, what is recorded in Salesforce and what AP recorded in IES all agree. Fourlane resells software licenses purchased through our value-added reseller (VAR) vendors, and each license is tracked in Salesforce as an “asset.” Sales and Orders Operations originate those asset records. This role confirms that every product ordered that should have an asset has one, that the asset was set up correctly, and that the VAR charged us correctly for it. When asset data is wrong, this role corrects it. This is an entry-level, procedure-driven role. The ideal candidate is highly detail-oriented, organized and committed to accuracy, and is comfortable working through a high volume of records against monthly deadlines.

Key Responsibilities

• Review orders to confirm that every product ordered that should have a Salesforce asset has one.
• Verify that each asset was set up correctly by Sales/Orders, including product, quantity, term, customer account and link to the correct order.
• Correct asset data errors in Salesforce following established procedures.
• Log every missing or corrected asset in the variance log, and let Orders Operations know when the same setup error keeps recurring.

Vendor Billing Entry & Verification

• Enter into Salesforce the amount the VAR vendor billed for each license asset, using the vendor bill as the source document.
• Verify that each charge on the vendor bill, including quantity and pricing, agrees with the original order and the related asset.
• Identify duplicate charges, charges with no matching order or asset, missing charges and incorrect amounts, and record each one in the variance log.
• Escalate billing discrepancies to the Controller with the supporting documentation attached, so they can be addressed with AP before the bill is paid.
• Vendor bill entry in IES, approvals and payment processing sit with AP; this role does not enter bills in IES.

Monthly Three-Way Tie-Out

• Each month, tie the VAR vendor bill to (1) the Salesforce asset records and billed amounts and (2) the AP bill as entered in IES.
• Confirm that totals agree across all three, and document and explain every difference.
• Deliver the completed tie-out and open-variance list to the Controller by the close deadline.
• Complete the monthly tie-out using the tie-out workbook built by the Business Process Automation Engineer, and report issues or improvement ideas to the BPA Engineer and Controller.

Records & Procedures

• Save vendor bills, order support and tie-out workpapers in ShareFile using Finance folder standards.
• Use QuickBase, WooCommerce and Avalara to look up original order and sales tax details when verifying a record. These systems are reference only.
• Follow established procedures and internal controls to ensure accurate and complete records.
• Perform other related duties as assigned by the Controller.

Qualifications

Required

• Exceptional attention to detail and a strong commitment to accuracy.
• Ability to compare orders, vendor bills, Salesforce records and AP entries and spot when they do not agree.
• Strong organizational skills and the ability to meet recurring monthly deadlines.
• Basic to intermediate Microsoft Excel skills; proficiency with Microsoft Office.
• Clear written communication and the ability to handle confidential financial information professionally.

Preferred

• Experience working in Salesforce, particularly with asset records or order information.
• Experience with wholesale billing, vendor invoices or billing tie-outs.
• Experience with QuickBooks, Intuit Enterprise Suite or another accounting system.

Education and Experience

• High school diploma or equivalent preferred.
• Previous data entry, billing or accounting support experience preferred. Equivalent practical experience demonstrating strong accuracy and attention to detail will be considered.
• Accuracy and attention to detail
• Data integrity and recordkeeping
• Organization and time management
• Accountability and follow-through
• Confidentiality and professionalism
• Willingness to learn and adapt to changing processes